How to Use Clockify: A Complete Guide in 2026

Quick Start

This guide covers every Clockify feature:

• Getting Started — Create your Clockify account and finish basic setup
• How to Use Timesheet — Fill in a whole week of work hours in one grid
• How to Use Calendar — See your day as visual time blocks and synced events
• How to Use Time Tracker — Record time with a live timer or add time manually
• How to Use Reports Manager — Turn tracked time into summary, detailed, and weekly reports
• How to Use Attendance Manager — See when employees clock in, take breaks, and leave
• How to Use Project Planning and Scheduling — Plan assignments and visualize team capacity
• How to Use Invoicing from Tracked Time — Turn billable hours and expenses into professional invoices
• How to Use Time Off and Leave Management — Handle leave requests, approvals, and balances
• How to Use Expense Tracking — Log project costs and receipts next to tracked time

Time needed: 5 minutes per feature

Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives

Why Trust This Guide

I’ve used Clockify for eight months and tested every feature covered here. This tutorial comes from real hands-on experience — not marketing fluff or vendor screenshots.

Clockify is one of the most powerful time tracking tools available today.

But most Clockify users only scratch the surface of what it can do.

This guide shows you how to use every major feature.

Step by step, with screenshots and pro tips.

Clockify Tutorial

This complete How to Use Clockify tutorial walks you through setup, daily time tracking, and every advanced feature.

By the end, you’ll know how to use Clockify from your first timer to your final invoice.

Clockify

Track work hours across projects with a single click. Clockify runs on web, desktop, and mobile, with paid plans from $5.49 per user. Sign up free — no credit card required.

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Getting Started with Clockify

Before using any feature, complete this one-time setup.

It takes about 3 minutes.

Here’s a quick look at Clockify in action:

Now let’s walk through each step.

Step 1: Create Your Clockify Account

Go to Clockify’s website and click Sign up.

Enter your email and create a password.

When a new account is created, Clockify automatically generates one workspace for you.

✓ Checkpoint: Check your inbox for a confirmation email.

Step 2: Download or Access the App

You can track time in the Clockify web app, the desktop app, or the Clockify mobile app.

The desktop app covers Windows, Mac, and Linux; mobile covers iOS and Android.

Log in with your new account.

Here’s an overview of what you get:

✓ Checkpoint: You should see the main dashboard.

Step 3: Complete Initial Setup

Open Profile settings to set your time zone and language.

In Workspace settings, features like Timesheet and Kiosk can be enabled or disabled.

Each workspace keeps its own settings, so adjust them to fit your workflow.

Invite team members by email, or add limited users by name only.

Assign each person a role: Admin, Project Manager, or Regular User.

How to Use Clockify Timesheet

Timesheet lets you fill in a whole week of work hours in one grid.

Here’s how to use it step by step.

Step 1: Open the Timesheet Tab

Navigate to Timesheet in the left sidebar of the Clockify web app.

An admin can switch this view on in workspace settings if it’s hidden.

Step 2: Add Projects and Tasks

Pick a project, then a task, for each row you need.

Here’s what this looks like:

✓ Checkpoint: Each row shows one project with empty day cells across the week.

Step 3: Enter Your Hours

Type hours into each day cell and click Save.

How to Use Clockify Calendar

Calendar lets you see your day as visual time blocks and synced events.

Here’s how to use it step by step.

Step 1: Connect Your Calendar

Sync your Outlook or Google Calendar from the Calendar tab’s settings.

Step 2: Review Your Day

Every tracked time entry appears as a block you can stretch or move.

Here’s what this looks like:

✓ Checkpoint: Synced meetings and scheduled events sit alongside your tracked work.

Step 3: Turn Events Into Entries

Click a synced calendar event to start a timer or create a time entry from it.

How to Use Clockify Time Tracker

Time Tracker lets you record time with a live timer or add time manually.

Here’s how to use it step by step.

Step 1: Start the Timer

Type what you’re working on, then hit the play button.

Prefer manual mode? Switch modes to add time manually with exact start and end times.

Step 2: Add the Details

Assign a project, task, tag, and billable status to the entry.

Here’s what this looks like:

✓ Checkpoint: The running timer keeps counting time spent while you work.

Step 3: Stop the Timer

Click the stop button when you finish, and Clockify saves the entry.

How to Use Clockify Reports Manager

Reports Manager lets you turn tracked time into summary, detailed, and weekly reports.

Here’s how to use it step by step.

Step 1: Open Reports

Go to Reports in the sidebar and pick summary, detailed, or weekly.

Step 2: Filter the Data

Filter time spent by projects, clients, tags, teams, or departments.

For example, filter by one client to see all billable time for them.

Here’s what this looks like:

✓ Checkpoint: The chart updates instantly to match your filters.

Step 3: Export and Share

Export to PDF, CSV, or Excel, or share live report links with clients.

How to Use Clockify Attendance Manager

Attendance Manager lets you see when employees clock in, take breaks, and leave.

Here’s how to use it step by step.

Step 1: Turn On Attendance

Ask an admin to switch on the Attendance report in workspace settings.

Step 2: Set Up Kiosk Mode

On shared devices, employees clock in and out using a PIN or QR code.

Here’s what this looks like:

✓ Checkpoint: The attendance table lists arrival, break, and total work hours per person.

Step 3: Review the Numbers

Spot missing entries, long breaks, and overtime at a glance.

How to Use Clockify Project Planner and Scheduler

Project Planning and Scheduling lets you plan assignments and visualize team capacity.

Here’s how to use it step by step.

Step 1: Create a Project

Add a client, pick a color, and set the project as public or private.

Step 2: Add Estimates

Set time or budget estimates so progress stays visible against deadlines.

Here’s what this looks like:

✓ Checkpoint: Team schedules show who works on what, and when.

Step 3: Assign the Work

Drag assignments across the timeline to balance resources between teams.

How to Use Clockify Invoicing from Tracked Time

Invoicing from Tracked Time lets you turn billable hours and expenses into professional invoices.

Here’s how to use it step by step.

Step 1: Set Hourly Rates

Set hourly rates for projects or team members for accurate billing.

Step 2: Create the Invoice

Pick a client, then import their unbilled time and expenses.

Here’s what this looks like:

✓ Checkpoint: Line items appear with hours, rates, and amounts filled in.

Step 3: Send and Track

Download the invoice as a PDF, send it, then mark it paid.

How to Use Clockify Time Off and Leave Manager

Time Off and Leave Management lets you handle leave requests, approvals, and balances.

Here’s how to use it step by step.

Step 1: Create Policies

Define policies for vacation, sick days, and public holidays.

Step 2: Request Time Off

Team members pick a policy, choose dates, and add a note.

Here’s what this looks like:

✓ Checkpoint: Pending requests wait in a queue for a manager’s approval.

Step 3: Approve and Track Balances

Approve requests and watch balances update automatically.

How to Use Clockify Expense Tracker

Expense Tracking lets you log project costs and receipts next to tracked time.

Here’s how to use it step by step.

Step 1: Record an Expense

Pick a project, choose a category, and enter the amount.

Step 2: Attach Receipts

Snap receipts in the Clockify mobile app and attach them to each expense.

Here’s what this looks like:

✓ Checkpoint: Each expense shows its project, amount, and receipt.

Step 3: Add Expenses to Invoices

Recorded expenses flow straight into invoices and reports.

Clockify Pro Tips and Shortcuts

After testing Clockify for eight months, here are my best tips.

Keyboard Shortcuts

These desktop app defaults can be changed in its settings.

Hidden Features Most People Miss

• Auto tracker: Counts time spent on each web page and other apps — perfect when you jump between tools all day.
• Idle detection: The browser extension and desktop app both flag inactivity, with parameters you can customize.
• Notion and Jira integrations: You need a Clockify account and a team first; Notion also requires the browser extension.

Clockify Common Mistakes to Avoid

Mistake #1: Forgetting to start the timer

Mistake #2: Tracking everything to one project

Mistake #3: Ignoring billable rates

Clockify Troubleshooting

Problem: The timer doesn’t sync between devices

Cause: One app is offline, or you’re signed into different workspaces.

Fix: Check your connection, then confirm every device uses the same workspace and account.

Problem: Idle time isn’t detected

Cause: Idle detection only runs in the browser extension and desktop app.

Fix: Install one of them, then adjust the inactivity parameters in settings.

Problem: A team member can’t see a project

Cause: The project is set to private.

Fix: Make it public, or add that user to the project’s access list.

📌 Note: If none of these fix your issue, contact Clockify support or browse their help posts and tutorials.

What is Clockify?

Clockify is a free time tracker and timesheet app that lets teams track work hours across projects.

Think of it like a punch clock for the digital age — every task, timed and organized.

Watch this quick overview:

It includes these key features:

• Timesheet: Fill in a whole week of work hours in one grid
• Calendar: See your day as visual time blocks and synced events
• Time Tracker: Record time with a live timer or add time manually
• Reports Manager: Turn tracked time into summary, detailed, and weekly reports
• Attendance Manager: See when employees clock in, take breaks, and leave
• Project Planning and Scheduling: Plan assignments and visualize team capacity
• Invoicing from Tracked Time: Turn billable hours and expenses into professional invoices
• Time Off and Leave Management: Handle leave requests, approvals, and balances
• Expense Tracking: Log project costs and receipts next to tracked time

For a full review, see our Clockify review.

Clockify Pricing

Here’s what Clockify costs in 2026:

Free trial: Yes — start with a free account, then test any paid plan before committing.

Money-back guarantee: Not advertised — monthly billing lets you cancel anytime.

To upgrade, click the Upgrade button on the home screen and pick annual or monthly billing.

💰 Best Value: Pro — $7.99 per user unlocks scheduling, invoicing, and profit tracking.

Clockify vs Alternatives

How does Clockify compare? Here’s the competitive landscape:

Quick picks:

• Best overall: Clockify — free for unlimited users, with cheap paid upgrades when you grow
• Best budget: TrackingTime — low-cost seats for small teams
• Best for beginners: Toggl — one-click timers with almost no learning curve
• Best for client billing: Harvest — invoices and expenses are its core strength

🎯 Clockify Alternatives

Looking for Clockify alternatives? Here are the top options:

• 🚀 Time Doctor: Adds screenshots, activity levels, and deeper monitoring for distributed teams that need accountability.
• 💰 Toggl: One-click timers, a friendly interface, and a generous free plan for up to five people.
• 🧠 Memtime: Captures every program automatically and offline, then turns that memory-jogging data into entries.
• 📊 TrackingTime: Visual team timelines, attendance, and shared calendars in a clean, easy layout.
• 🎯 Timeular: Pairs an eight-sided physical tracker with software, making time tracking a tactile habit.
• 💼 Harvest: Built around invoicing and expense tracking, with strong reporting for client work.

For the full list, see our Clockify alternatives guide.

⚔️ Clockify Compared

Here’s how Clockify stacks up against each competitor:

• Clockify vs Time Doctor: Clockify wins on price and free seats; Time Doctor wins for monitoring features.
• Clockify vs Toggl: Toggl feels simpler; Clockify gives you more admin features for less money.
• Clockify vs Memtime: Memtime wins on automatic capture; Clockify wins on team features and price.
• Clockify vs TrackingTime: Similar basics, but Clockify scales cheaper with unlimited free users.
• Clockify vs Timeular: Timeular’s hardware is fun; Clockify covers far more team workflows.
• Clockify vs Harvest: Harvest bills clients beautifully; Clockify does more overall for less.

Start Using Clockify Now

You learned how to use every major Clockify feature:

• ✅ Timesheet
• ✅ Calendar
• ✅ Time Tracker
• ✅ Reports Manager
• ✅ Attendance Manager
• ✅ Project Planning and Scheduling
• ✅ Invoicing from Tracked Time
• ✅ Time Off and Leave Management
• ✅ Expense Tracking

Next step: Pick one feature and try it now.

Most people start with the Timesheet.

It takes less than 5 minutes.

Frequently Asked Questions

Is Clockify really free?

Yes. You can register a free account with unlimited users. Paid plans starting at $5.49 per user add approvals, invoicing, scheduling, and other admin features.

Can Clockify track time automatically?

Yes. The Auto tracker counts time spent on each web page or app, and the desktop timer can start whenever your computer becomes active.

What can my boss see on Clockify?

Admins see tracked entries, projects, and reports. Auto tracker data stays private on your device until you choose to add it as time entries.

Does Clockify work with Google Calendar?

Yes. Sync Google Calendar or Outlook, then start a timer from any calendar event or turn scheduled events into time entries.

Can I add time manually in Clockify?

Yes. Switch the tracker to manual mode and enter start and end times, or fill a whole week at once in the Timesheet.